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HomeMy WebLinkAbout1996-03-12 Celebration Trust Committee Minutesr, Town of Reading 16 Lowell Street Reading, MA 01867-2685 CELEBRATION COMMITTEE (617) 942-9050 MEETING OF MARCH 12, 1996 Called to order at 7:20 P.M. Present: Alan Foulds, Gladys Jones, William McLaughlin, Debbie Stackpole and Mary Williams Minutes of March 12, 1996 were accepted with one change by a 3-0-0 vote (two members late). The Committee concluded its interviews with applicants with two attending this session. Materials presented and received are attached. 1. Reading Memorial High School Band PA System: Linda Carter, President of the Band Parents Organization, and Dave Bunten, Band Director, presented. The Band acquired its first PA system ten years ago, for use for concerts open to the community and town events such as the Tree Lighting. At that time, the crowd at the Tree Lighting was 200-300 people; in the past couple of years it has been a standing-room-only crowd of 2000-3000. Ten years ago, attendance for public Holiday (Christmas and Easter) concerts at the high school was 200 people; now it is 800. For equipment, uniforms, etc., the Band's annual budget is about $40,000 above and beyond what the school district provides; the BPO raises these funds through a variety of activities (detailed in the materials presented). In addition, three years ago the School Committee came forth with $3500. The Band acquired the basics of a modest, expandable PA system (including speakers, a mixing board, eight (8) microphones, speaker stands, wires and cables to handle its indoor and outdoor concerts in Reading and work up to a Reading Town Homecoming or similar community-wide event. The current "starter kit" system provides 800 watts of power, which is equivalent to 200 watts when used out of doors; at the last Tree Lighting this was insufficient and many could not hear the music. In evaluating its equipment needs in the beginning of the 1995-96 school year, the Band realized it. will be necessary to replace musical instruments, particularly big-ticket items like percussion and timpani instruments, which are not usually owned by individual students. Most of the instruments are about thirty years old; some are held together with elastic and tape. Because of the age and condition of the instruments and the growth of the program, the total cost for needed musical instruments, and other items such as microphones for the Band, is estimated at __$90,000. The desired PA system _is_a modest one andwas thought to-be an -item the-Trust--could support because it is used exclusively for community concerts and events. A one-time rental of the sort of system represented in the application would cost half of the amount requested. Dave explained the nature and use of the equipment listed in the application - better quality sound 1. Micro verb four effects processor - introduces sound delay that eliminates feedback 2. Compressor limiter with grating - levels the sound and balances the instruments 3. EQ431F with system feedback fmding 32 band - brings out highs and lows - better quality 4. Modern six space rack - to mount items 1-3 5. KMD Boom Stands - to hold up speakers (current ones held together with masking tape) 6. Ultimate Stands - to hold microphones 7. Monitors - provide additional sound power and volume 8. Power amplifier - provide additional sound power and volume 9. Snake - to hook all microphones into 10. Cables - self-explanatory 11. Cables - self-explanatory 12. Cables - self-explanatory 13. PA Amp Rack - to hold the amplifier The current system speakers can handle the amplification that would be provided by the new equipment. The lowest priorities on the list would be microphone stands (item #5), speaker stands (item #6), and the snake (item #9 - which would be a challenge to do without but could do it). 2. First Night: Priscilla Richardson presented. Priscilla said that when she joined the Arts Council upon moving to Reading a year ago, they suggested that she talk to the Trust Committee about launching a First Night in Reading. Having coordinated First Nights in San Francisco (two years) and Sharon MA (one year; 2500 tickets were sold at $7 per ticket), she came to the Committee to initiate a dialogue and offer to be a volunteer facilitator for such an event. She noted that the $3500 request is administrative, up front cost, and that ticket sales and sponsorships support program costs. She emphasized that running a First Night is a big undertaking requiring payment for a license from Boston, six months-to-a-year advance planning, many volunteers, participation from a wide range of community organizations. In San Francisco, she networked to merchants, incorporated the event, did marketing, public relations, rallied 200 volunteers. She had not specifically explored feasibility in Reading and had not made contacts with community groups relative to the event; the project is thought likely to succeed because Reading is a family-oriented town. Committee members talked about the 350th events and Jubileve, which was similar to First Night, though held in the summer, and mentioned the Committee that will be formed by the Selectman to plan the Millennium Party for which the town has set aside $10,000. Members said that Priscilla's skills and experience would be an asset to that Committee. The interviews completed, the Committee began its deliberations on project funding, taking the projects one-by-one on merit, without consideration to the total amount available for disbursement ($3,592.00), and agreeing to reconcile relative merit and amounts at the end. The procedure was to vote on the highest sum moved for each item. 1. Mary moved and Debbie seconded that First Night be eliminated from consideration. Discussion followed that Priscilla came as an individual to begin dialogue and that the idea of a First Night should be picked up in that context of the Millennium Parry. The motion was passed 5-0-0. 2. Community Day: Debbie moved and Bill seconded that Community Day be funded in the amount of $300. Alan moved and Gladys seconded to amend the amount to $500 (total requested). Discussion followed that while the description of the project seemed to have evolved since the application was made (it no longer includes a clean-up), it is well-fitted to the criteria. The amended motion was approved 5-0-0 ($500 approved). 2. Parker School Good-bye: Gladys moved and Debbie seconded that the Parker School Good- bye be funded in the amount of $250 (police and part of postage). Mary moved and Alan seconded to amend the amount to $350 (police, postage and flyers). Debbie moved and Bill seconded to amend the amount to $300. Alan moved and Mary seconded to amend the amount to $570 (to cover custodian, police, flyers, postage). Discussion: the commemoration would most likely be of interest to the Parker School community, particularly alumnae and retired teachers, that its duration is four hours, and that many of the ideas in the materials could be obtained free of charge (e.g. entertainment). The amended motion was approved 3-2-0 ($570 approved). 3. Band Equipment: Gladys moved and Alan seconded that the Band Equipment be funded in the amount of $2500 (minus items #5, 10, 11, 12). Mary moved and Alan seconded to amend the amount to $2000. Gladys moved and Alan seconded to amend the amount to $2300 (total minus items #5, 6, 10, 11, 12). Alan moved and Mary seconded to amend the amount to $1000. Discussion: the Band is an entirely volunteer organization drawn from Reading's only high school; it has a strong record of participation in community events, including the Tree Lighting (as noted in the application), concerts and special activities (such as the Parker School Good-bye), and parades. The items eliminated were relatively small ticket expenditures $100, $49 and less, which might be covered by individual donations. The amended motion was approved 3-2-0 (since Gladys had amended her original motion from $2500 to $2300, the vote was on the latter amount; $2300 approved). 4. Highland School Centennial: Gladys moved and Alan seconded that the Library's Highland School Centennial celebration be funded in the amount of $1200 (speakers, one concert and part of reception). Alan moved and Mary seconded to amend the amount to $1700 ($500 for one concert, $800 for the reception, $250 for the Roosevelt presentation, and $150 for the speakers). Debbie moved and Alan seconded that the amount be $1000 (speakers and part of open house). Discussion: The amended motion was approved 3-2-0 ($1700 approved). The Commmittee totaled the funds that had been allocated: $5070, or $1478 more than the amount available in the Trust ($3592). Debbie moved and Alan seconded that the Committee work from the second set of numbers (i.e., the next lowest amounts) in three cases, leaving Community Day at $500, and changing the Library to $1200, the Band to $2000, and Parker to $350, for a total of $4050. Mary moved and Bill seconded to amend the amount for Community Day to $400. Gladys moved and Bill seconded to amend the amounts to $240 for Parker, $400 for Community Day, $950 for the Library's Highland School Centennial, and $2000 for Band equipment. Discussion: the Committee discussed the projects in terms of the Trust criteria (that projects be in celebration or observance of the Town of Reading, the Commonwealth of Massachusetts, or the United States, organized and run by volunteers representing a cross-section of the community, and directed toward a general audience), their duration, the numbers of people reached, and the relative benefit to residents of Reading. The amended motion was approved 5-0-0, totaling $3590 and itemized as follows: • Parker School Good-bye: $240, for police ($140) and postage ($100) to promote the event; • Community Day: $400, for publicity ($100), supplies for games ($100), prizes ($100) and food ($100). • Highland School Centennial: $950, for speakers about Reading and Horace Wadlin ($150) and the reception/open house which might include a concert ($800); • RMHS Band Equipment: $2000, for major elements of a new PA system to be used for Band performances in community celebrations and events. The Committee members emphasized that letters to recipients must specify that all expenditures from Trust funds must be receipted and that unspent Trust funds must be returned to the Trust by December 1, 1996. Members agreed that recipients not be advised until allocated funds are approved by the Commissioners of Trusts, and that the Commissioners should be advised promptly so that projects taking place in May (Parker School) and June (Community Day) can proceed on schedule. Gladys agreed to draft letters to the Commissioners and to recipients. The meeting adjourned at 10:05P.M. 4 March 12, 1996 Alan Foulds, Chairman 350th Trust Fund Committee 16 Lowell St. Reading, MA 01867 Dear Mr. Foulds: Thank you for the opportunity to appear before the Celebration Committee on March 4. The Parker Commemorative Committee is excited about our on-going activities and looks forward to hearing from you. I hope I made it clear that we will be grateful for any financial assistance you can offer, fully understanding that there are limited funds and many worthy causes. Our committee met again yesterday and agreed on a few changes to our budget. We revisited the need for paid advertising and decided to make the most of free publicity, thus eliminating $400. from the budget. We also received an estimate for a new display case for $2900. We decided, therefore, to put this purchase on the back burner until we can investigate it further. A revised budget is enclosed. I know it is not an easy task to administer the hard-earned 350th funds. I appreciate the time you have taken to consider our proposals and hope they meet the Fund's criteria. Sincerely, It Susan B. Kalmakis Parker Middle School Commemorative Committee Fanfare for Parker Proposed Budget Revised. 3/12196 Operations: Custodian - 6 hours one person Police detail - 4 hours one officer $180. $140, Publicity: Mementos: Memorabilia: Flyers & Posters Postage Parker car window decals $ 40. $160. $300. Refreshments j Entertainment Supplies needed to display Restoration of fan over front door TVWI $ 50. $600 $500 $500* $2470. *Other school, church and civic groups are being asked about providing entertainment. A positive response might eliminate the need to hire entertainment.